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Customize the way how you presenting data on Microsoft Lists using available features.

Tips & tricks for Microsoft Lists in Microsoft 365

Check the second set of tips and tricks:

1. Set the totals and group the data on the list view

2. Create the Calendar View

3. Customize the visibility of the columns on the native form

⏰ Timestamps
00:00 – Title
00:14 – Introduction
00:52 – Totals and grouping on list view
03:00 – Calendar View
04:20 – Customization of the list form
06:06 – Conclusion
06:16 – Outro

Tips & tricks for Microsoft Lists in Microsoft 365


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? Transcription

I prepared for you a package of tips and tricks that will help you to manage their way how data is presented on Microsoft lists today.

I would like to present a few ideas on how you can improve the way how you present data for your business users. I will share with you a few tips about changing their views on Microsoft List. So how the grouping how totals can be added very quickly to your view. I will present the new feature calendar view that improves the way how you can spread the data across the calendar. Occurs the dates and how you can quite easily add the forms on Microsoft List but not using powerups. So something totally new and very cool.


The first thing I would like to share with you today is how to add totals and grouping the data across the view on Microsoft lists. This is something that will help you to present better way multiple records or maybe complex data to the users and to found the best value from perspective. What people consider. So let’s start by adding the totals to the columns. So just select the column then choose the totals and you can see that you can. Add an additional summary of the information. In this case, we will get the sum value for net value on the column and the same thing we will add to the gross value to add the totals you can see you can also get other options here but we will start with summing the data. Moreover, you can also count the records on the title, and you can see that based on that you get some kind of summary of what kind of value of the records you have presented on the information that the second thing which could also help you to better present possible information stored in this record is to group the data by some category so you can see we have two columns here, Department and priority. So we will group that data based on that priority, and again when you select the column, you get the group by priority option. When you select that, you will see that data will be spread across different priorities. Moreover you can also see that counting and summary values form. Columns are also spread across the group, so you can see if you have complex records that kind of very simple operation could help you to present the data better. To spread this report across different categories and also to show how this information differs between the records you have. So a very simple solution. High recommended to try it.


The next cool feature I would like to share with you is the calendar view Microsoft, at last, delivered the solution to gives you the possibility to create the new view, which will be the calendar view. This is the functionality which is missing since the very beginning of the modern experience in SharePoint on Office 365. And finally, you can create the calendar view by choosing the start date, the end date, and the column that will be presented. On the final calendar view, so when you will do that, just select the create and the calendar view will be created for you. After a second, the calendar view is created. You can see that data is presented more like events here, so you can see just the title plus the time based on the date selected in the previous screen. This is a really great solution for any kind of events, registration, time reporting or holiday requests, so please feel free to try it. But remember this is a very early stage of that functionality. There’s no much functionality here yet. But it will be improved in next month by Microsoft, so stay tuned.

Office 365 recommend as a basic solution to customize the forms to use Power Apps and this is the first choice to do that, but lately, Microsoft provides a new solution to customize forms on the Microsoft list, So what you can do when you will open the form you can get to the new button, added the form and there you can manage the columns which are present on the view which will be presented to your user. On this screen you can decide. Which columns will be present at and which will be hiding on the form? You can select. That column will not be visible there, or you can decide about the visibility of the column using the conditional formula. In this example we checking the Department column and its value. If this will be equal to it, then the column will be present. If not then we will hide the column so you can see you can build here some kind of logic statements. Which will decide to display or hide the column on the user form. Very simple solution, but extending possibilities. You have to manage how the forms will looks to the end user after you will save the configuration it will update the way how the form is presented to the end user. You can see that the form will be updated, so for the IT department the gross value is visible and the countries Hayden. But on the other hand, if you will go to the Finance Department. The girl’s value is not visible, so as you can see, based on your customizations, the forms could display different ways for the different sets of data. It is a very useful, very simple feature. I hope these tricks will help you to customize your forms, customize your views and build more complex solutions using Microsoft lists. Thanks for watching and remember to subscribe the channel.

Tips & tricks for Microsoft Lists in Microsoft 365